**DLMS FINANCE PRC AGENDA ITEMS**

**13 November 2008**

**0830 Start**

**2750 Prosperity Avenue Suite 300******

**Fairfax, VA 22031**

**Defense Connect Online (DCO)**

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**OPEN ITEMS FROM FINANCE PRC MEETING OF 20 May 2008**

1. **XML/EDI Transaction Standards.**

a. DLMSO has requested assistance from BTA in identifying standard information exchanges to achieve compliance with Standard Financial Information Structure (SFIS). 

1) STATUS 10.17.2008. Efforts are ongoing.

2. **Inter-Service Obligation.**

a. Ronnie Daniels (Army) was to determine if Army is ready to staff Draft PDC 266 which was proposed as a funds availability interface (rather than an inter-service obligation transaction)

1) STATUS 10.17.2008. Army is currently holding meetings toward revising Draft PDC 266.

3. **DLMS MILSBILLS Manual Updates.**

a. Susan Scott (USAF) drafted a rough PDC for use of fund code XP for non-interfund billing, prior to her accepting another position and leaving the Finance PRC.  Ellen Hilert, DLMSO, suggested a rework of the PDC to have the edit for authorized use of Fund Code XP at DAASC when the order processes based upon a combination of rules (e.g. allowing EMALL SP5200 purchase card orders to process with XP), Service/Agency code, and pre-determined DoDAAC series.  Each Service was to verify feasibility of this approach and identify all DODAAC criteria that should be authorized to use Fund Code XP, along with justifications.

1) STATUS 10.17.2008. No input was received. This topic will be discussed at the FPRC, and if there is no interest, it will be closed.

4. **DLA (S9M) Billings on Medical Service Contracts Via Interfund.**

a. ****DLA has been billing via the Interfund for maintenance contracts, which does not allow for ensuring that receiving reports are in hand prior to making progress payments. Buz Sawyer, DLA, says that DSCP indicates that they are still using the Interfund process to bill customers for "services”.  In one example, DSCP bills the customer for medical equipment yearly maintenance services.

1) STATUS 10.17.2008. Buz wants to discuss this matter at the next FPRC.

5. **FAA RIC PROBLEM.**

a. Per Susan Scott some FAA billings have RIC 570 vice RIC G69. Billie Davis, FAA, was to research this to see if it is still occurring and, if so, propose a solution.

1) STATUS 10.17.2008. Billie Davis, FAA, indicates that FAA is sending RIC G69. Discuss at FPRC.

2) FAA RIC Document.

6. **MILS Migration Status**

a. Mark Johnson, Navy, was to research why Navy ERP is not planning to use the 812R Logistics Bill Adjustment Request or the 812L Logistics Bill Adjustment Reply. 

1) STATUS 10.17.2008. Mark Johnson has made contact with Navy ERP, but does not yet have an answer.

7. **Fund Code Validation on FMS Requisitions.**

a. ADC 20, which has been incorporated into Chapter 9 of MISBILLS, specifies mandatory use rules for the Fund Code.  Subsequent to implementation, DAASC excluded FMS from the logic due to reported problems with Army and Air Force transactions.  The AF scenario was described as a prerequisition inquiry from the ILCO to obtain the correct source of supply from DAASC.  DLMSO requested that the AF document this process; however, since this is not an actual requisition a waiver for ADC 20 may not be required.  The Army scenario involves requisitions used by FMS customers to purchase major end items.  

1) STATUS 10.17.2008. 

· Kathleen Heikel, Army, reports that changes were made to the Army Centralized Integrated System for International Logistics to comply with ADC 20.

· Air Force has documented the Air Force process as follows.****DAASC and SAMIS have had an agreement for approximately the last 20 years where SAMIS sends transactions/inquiries to DAASC (pre-requisition) to search for a SOS when there is no SOS listed in the Air Force catalog.  SAMIS transmits these transactions to DAASC (RIC SGA) with a blank fund code because SAMIS is unable to assign a fund code when the SOS is unknown. DAASC then searches to identify a SOS.  If successful, DAASC returns the transaction with the SOS identified; if they are unsuccessful, DAASC also returns the transaction, but with a notation that they could not find a SOS.  Either way, these types of transactions are not requisitions processed by DAASC.  For the successfully identified SOS, SAMIS assigns a fund code based on the SOS and submits a requisition; if not successful the document number is researched for possible further action.

8. **Air Force Billing Problems Resulting from Partial Shipments.**

a. This issue came up in the Supply PRC, but it also has financial implications. ADC 247 provides some background. Since DSS confirms based on partial shipments, and DLA EBS bills based on these confirmations, (ARO) vice the material release order (A5_), the possibility exists that some bills will appear as duplicate billings. These bills don't contain suffixes on the document numbers, and the Air Force finance system considers the same document number with the same quantity to be a duplicate.  This is causing manual work, and is increasing the bill processing charge from DFAS to the Services. Air Force indicates that this is a problem for them, while Army indicates that it is not a problem for them, and Navy is not aware of any problems. Some possible solutions discussed include (1) Fix EBS not to bill until the shipment is complete; (2) Change DFAS systems to accommodate partial billings by accumulating the billed dollar amount, so that bills based upon partial shipments are not rejected unless the dollar total exceeds the amount obligated. (3) In DLMS, add the TCN to the bill or add a partial shipment indicator for future use.  The inclusion of the TCN in the bill under DLMS is included in ADC 290; however, this is a long term solution. Zenaida Westbrook, DFAS DE, indicated that she was told that she could not make changes to the Air Force system to accommodate this problem, as it is a legacy system.  The group determined that it would be best to correct this problem through a change to EBS.  

1) STATUS 10.17.2008. Prior to her departure, Zenaida Westbrook provided status on  duplicate lines of billing as shown below, and Buz Sawyer, DLA is researching if a change can be made to EBS:

April 2, 2008  676  lines

April 15, 2008 1324 lines

May 1, 2008    846  lines

May 14, 2008   930  lines

9. **GSA-Directed Shipments Lost at DLA-Operated Consolidation and Containerization Point (CCP)**.

a. GSA directs vendor shipment to customers through the DLA CCPs.  If material is lost and GSA has transporter proof of delivery (TPD) from the vendor neither the vendor nor GSA will reimburse the customer. DLA has no policy/process to provide credit for CCP losses based upon submission of an Supply Discrepancy Report (SDR) to DLA. GSA does not accept responsibility for CCP losses.  Ellen Hilert, DLMSO, suggested that the best way for the credit to occur is to have GSA reimburse the customer and then have DLA reimburse GSA.  GSA would bill DLA for the customer’s credits.  Buz Sawyer, DLA, indicated that this would have to be negotiated between GSA and DLA.  The volume of these types of lost items is small, but users get upset when they don’t get credit.  Ellen Hilert, DLMSO, will establish a proposed DLMS change for SDR processing and work with Buz Sawyer and Susan Eldridge, DLA, to document the financial procedures.  This will also need to be reviewed by Reggie Norwood, GSA.

1) STATUS 10.17.2008. Ellen is reviewing this issue.

**NEW AGENDA ITEMS**

1. DLMS Training 

a. DLMS Financial Training, Module 5

b. 810L Training

Break Time